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Meeting time: 8:30 AM (EST) / 1:30 PM (BST) / 2:30 PM (CEST)

Meeting URL: https://openlibraryfoundation.zoom.us/j/82643780981 (Password required)

OA Working Group Wiki: Open Access SIG Home

Google Drive Folder: https://drive.google.com/drive/folders/1HR1JyDkUeRE0kL1eBKcu6uIvcNcnn352?usp=sharing

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Housekeeping and major community updates

• Outstanding topics, please add any topics that have not yet been discussed, or those that you feel need more discussion to fully understand the issues
  • https://docs.google.com/document/d/1BTlDlHhaAX35PAQDpz0VvdiObOC3-b1zD5fPl4pgSLU/edit
• All: Please add yourself to the SIG member list at Open Access SIG Home. This is optional but gives the larger community a sense of involved institutions and SIG expertise.

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• We continue the discussion from last week: work examples of OA publication requests
  • All: If not done already, please contribute to the respective document/questions in preperation of the call: https://docs.google.com/document/d/1UAi1aFpHnNC5Fd2CCsOsKp2aoJZxu_bqKhYk02Ko90A/edit

Minutes

• OS: Main routes of incoming request: via author or via publisher, does group agree?
  • group: yes
• OS: Ways of receiving request from authors? Some institutions have request forms, some not
• OS: Something alternative to a request form?
  • AO: Just via email address; sometimes not conrete, depending on the time in the process
• OS: Those of who have a form; do you promt author to use the form before starting the process?
  • EDS: sometimes approached without form; but process starts only with filled form
  • MB: put information sometimes by themselves; depending on the completeness of information via email
• OS: Request can be arrive at any time in the process; what is the most common time to author contacts you in the process
  • EDS: at acceppance; but sometimes earlier; and even later (but not if they have already paid); MB agreed
  • AO: Confusion with the start of DEAL contracts; so contact time can be dependend on changes of the agreements
• OS: What is the content of the request? Two scenarios: 1. Ask if institution can take the payment 2. Request payment
• OS: Information on request form
  • Looking at request forms of Leipzig and Dresden
  • examples might identify some typical information and required information
  • AO: in Leipzig example distinction between Junior scientist and Senior scientist; interesting 
    • MB: to support Junior scientist, Postdocs etc.
• OS: after checking completenss; next step in Leipzig is: Check if request matches existing publisher request via dashboard/email
  • MB: Both situation possible: check local records and check publisher dashboard
  • OS: With what information do you check?
    • MB: title, author name
• OS: next Leipzig step: check eligibility for agreement with publisher
  • MB: check if there might be an agreement in place already
  • OS: does this overlap with the step before?
    • MB: yes
  • OS: do you have a exact procedure to check?
    • MB: a lot of implicit knowledge - knowing journal/publisher; or checking agreements locally to see if journal is included
    • MB: steps are informed by personal knowledge - much shortcut; AO agreed via chat
• OS: These checks descibed so far: are these the same checks like request from publiher?
  • EDS: checks are the same
• OS: Split in process whether Gold OA and Hybrid OA; not discussed the differences so far. Why is there a split?
  • MB: different ways of financing; authors can't distinguish or don't care about the difference
  • MB: Process is different for Gold and Hybrid funding
  • AO: go towards Gold OA; don't want to fund Hybrid OA
  • OS: Is the difference between Gold and Hybrid important to record? Do we need an indicator?
    • EDS/AO: would be good to have a distinction for reporting
    • EDS: only fund Hybrid if there is an existing contract (Wiley and Springer Nature); quite a lot transformative agreements
    • MB: agree with EDS: a lot of transformative agreements; very important 
  • OS: are the modes expected to grow 
    • EDS: have a diamod agreement with free publication
  • Group: discussion about tracking expenses for diamod and the need of recording single articles in FOLIO; at the moment no indicator in Agreements app whether it's an OA or Subsription agreement; not sure at the moment whether this information should come from the invoice side or agreement side
  • AO: fund infrastructures and report number of articles later from the platform
  • AO: DEAL contracts: do dashboard approval but not record these single request; rather import from the invoice
  • AO: receive a quarterly etc. invoice with number of articles; variations of just number or each article
  • EDS: experience: track each records for hybrid article BUT while matching these with dashboard info you get a lot of problems
  • EDS: do not track any diamond article; just reports from platform to analyse whether it makes sense to support in next term (how many authors from the institution have published there)
• OS: recording all OA cost (membership etc.) and tracking related publications seems to be a topic for discussion
• OS: further discussion of the Leipzig checklist - comments see document

Attendees

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